Agenda #: 5.6
Meeting Date: February 1, 2022
TO: Honorable Mayor and Members of the City Council
FROM: Daniel Fox, City Manager
TITLE: CONSULTING SERVICES AGREEMENT WITH NICHOLS
CONSULTING ENGINEERS (NCE) FOR THE DIAMOND BAR
PAVEMENT MANAGEMENT SYSTEM (PMS) UPDATE.
STRATEGIC
GOAL: Safe, Sustainable & Healthy Community
RECOMMENDATION:
Approve, and authorize the Mayor to sign, the Consulting Service Agreements with Nichols Consulting Engineers (NCE) in the amount of $60,200, plus a contingency amount of $6,020, for a total authorization amount of $66,220.
FINANCIAL IMPACT:
The proposed agreement has a not-to-exceed amount of $60,200. The total cost with a 10% contingency is estimated at $66,220. Adequate funding is available for this project in the Fiscal Year 2021-2022 Proposition C Special Fund.
BACKGROUND:
Since 1990, the City has been managing its pavement assets using a Pavement Management System (PMS). This system provides the tools to plan and schedule pavement maintenance and rehabilitation based on existing conditions and engineering analysis. The system was implemented by creating an inventory using historical construction data for all arterial and residential roadways in Diamond Bar. The roadway inventory was then assessed in the field, and a Pavement Condition Index (PCI) was assigned to each roadway segment. The PCI is a numerical index between 0 and 100, with 100 representing the best possible pavement condition and 0 representing the worst possible pavement condition. The PCI is a critical factor used to develop the schedule for when roadways would need to be resurfaced or reconstructed.
A PMS consists of two basic components: 1) a comprehensive database that contains current and historical information on pavement conditions, pavement structures, and
traffic on all City streets; and 2) a set of tools that allows us to determine existing and future pavement conditions, and predict financial needs. This information is stored for each pavement section in the PMS database.
Gas Tax, Measure M and Measure R Funds, Proposition C, and SB-1 Funds have been the City's primary funding sources to maintain and rehabilitate the City streets. As such, jurisdictions are required to certify that they have conducted and maintain a PMS when proposing to use Prop A/C funding for roadway projects pursuant to Prop A/C Guidelines and States and Highways Code Section 2108.1. The PMS must be updated triennially and submitted to Metro to maintain funding eligibility. Staff utilizes the PMS to comply with this requirement as well as help to maintain the integrity of our City street assets.
In March 2019, the last PMS final report was updated, and the 132 centerline mile roadway network was re-assessed. From the City's continuous investment in maintenance of the roadways, the average citywide PCI achieved was 71 which is considered a "good" condition, as shown by Figure 1 below.
Figure 1
DISCUSSION:
On November 11, 2021, the City issued a Request for Proposals (RFP) for professional engineering services. The RFP requested the Consultant to design and implement an update for the City's Pavement Management System. A total of three (3) responsive proposals were received on December 6, 2021, from the following consulting firms:
Firm Fee
1. Applied Research Associates $92,940
2. HR Green Pacific $65,488
3. Nichols Consulting Engineers (NCE) $60,200
An evaluation committee of City staff members met to review and evaluate the proposals using the following criteria:
• Staff Qualifications
• Approach/Methodology
• Level of Effort (Staffing commitment and time allocation) • Ability to meet City's schedule and expectations
• Relevant References (Record of performance)
The staff panel agreed that NCE would best meet the project scope and schedule demands given their qualifications, understanding of the scope of work, technical expertise, and relevant experience. Additionally, NCE has successfully produced multiple PMS reports for Diamond Bar, including the most recent report from 2019. The project is scheduled to be completed by June of 2022.
LEGAL REVIEW:
The City Attorney has reviewed and approved the Agreement as to form.
PREPARED BY:
REVIEWED BY:
Attachments:
1. 5.6.a Consulting Services Agreement - NCE